How to transfer data from one computer to another via Wi-Fi

The modern pace of life dictates its own rules, and the presence of excess cables on the desktop often becomes an irritant. Fortunately, wireless technology has long since ceased to be slow and unstable, allowing gigabytes of data to be transferred in minutes. If you're wondering how to transfer data from one computer to another via Wi-Fi, we hasten to assure you: it's easier than it seems and doesn't require complex equipment.

There are several proven methods for organizing such sharing, each with its own advantages depending on the file size and operating system version. You can use built-in Windows tools, such as a shared folder or the Nearby feature, or turn to specialized software. The key to successful synchronization is that both devices are on the same wireless network.

In this article, we'll take a detailed look at the most effective methods that will allow you to forget about flash drives and cables. We'll cover the nuances of access settings, potential device visibility issues, and ways to speed up transfers. Copy speed directly depends on your router standard (AC or AX) and the distance between devices. Let's start with basic preparation, without which further steps will be impossible.

Checking network settings and preparing equipment

Before transferring files, ensure both computers are properly connected to the same wireless network. Users often inadvertently connect one device to a guest network or the 2.4 GHz band, and the other to the 5 GHz band, which can interfere with direct communication in some router configurations. Open the list of available connections and check your network name (SSID) on both computers.

The next critical step is checking your network profile type. For security reasons, Windows may assign new connections the "Public Network" status, hiding your computer from other devices. You need to change this setting to "Private Network" to allow discovery.

To perform this operation, go to Settings → Network & Internet → StatusIn the "Properties" section of your connection, select the "Private" profile. This will allow data exchange within the local network.

• 📡 Make sure that Wi-Fi is enabled on both computers.
• 🔗 Check that the devices are connected to the same router.
• 🛡️ Change the network type to "Private" in Windows settings.

It's also worth checking if network discovery is enabled. This is a feature that allows your computer to "see" other devices within range. Without active network discovery, any further attempts to set up sharing will fail, as the devices will simply be unaware of each other's existence.

Setting up a shared folder for quick sharing

The most classic and reliable method, which works on all versions of Windows, is creating a shared folder. This method is ideal for regularly sharing documents, photos, or projects between a desktop PC and a laptop. You don't need to reconfigure the connection each time; simply copy the file to the designated directory.

To begin, create a new folder in a convenient location, such as your desktop or the root of your C: drive. Right-click it and select "Properties." Go to the "Sharing" tab. Click "Advanced" and check the box next to "Share this folder."

⚠️ Attention: In the permissions section, make sure that the Everyone group or a specific user is assigned not only read but also modify permissions if you plan to write files from another computer.

After setting access rights, the system will assign a network address to the folder. To find it, open File Explorer, go to the "Network" section, and find the name of your primary computer. When you first connect, Windows may prompt you for the primary computer's username and password for authorization.

Using a shared folder is especially convenient in an office setting or when you need to work on the same project from different devices. Files don't take up cloud space or require an internet connection, transferring directly over a local connection.

Using Nearby Share in Windows 10 and 11

In more recent versions of the operating system, Microsoft has implemented a feature similar to AirDrop in the Apple ecosystem. It's called Nearby Sharing and allows for instant file and link transfers using a combination of Bluetooth for discovery and Wi-Fi Direct for data transfer.

To activate this feature, open Settings → System → General Features (or "Nearby Share" in new builds). Make sure the toggle is enabled and select "Everyone Around You" for maximum device coverage. This will allow you to see not only your own devices but also those of your colleagues or friends, if they also allow discovery.

The transfer process is incredibly simple: simply right-click the file, select "Share," and wait for the target device's name to appear in the list. A notification will appear on the receiving computer asking if you want to save the file. This is ideal for a one-time transfer of a few documents or photos.

It's worth noting that the speed of this feature may vary. It's great for small files, but when transferring 4K videos or large archives, it's better to use the shared folder method, as the Nearby Sharing protocol can be less stable over long sessions.

Third-party data transfer utilities

If Windows' built-in tools seem inconvenient or unstable, third-party programs can help. They often offer a more user-friendly interface and additional features, such as traffic encryption or browser-based transfers.

One of the most popular utilities is ShareIt or its open analogues like LocalSendThese programs create their own access point or use the local network to establish a communication channel. Their main advantage is their cross-platform compatibility: you can easily transfer a file from Windows to Android or macOS while on the same Wi-Fi network.

Another option is to use FTP servers. By installing a server on one computer (for example, FileZilla Server), you can access files from any device on the network by simply entering the IP address into the address bar of File Explorer or a browser. This turns your computer into a fully-fledged network storage device.

The choice of tool depends on your specific needs. For regular use on a home network, it's best to set up an SMB (shared folder) once, while for quickly transferring a file to a friend's phone, LocalSend or similar lightweight utilities are ideal.

Solving visibility and access issues

Users often encounter a situation where computers are connected to the same network but cannot see each other in File Explorer. This can be caused by firewall settings or disabled services. First, check whether your antivirus software or the built-in Windows Defender is blocking the local connection.

The Function Discovery Resource Publishing service plays an important role. If it is stopped, the computer will not broadcast its presence to the network. To check this, click Win + R, enter services.msc and find "Function Discovery Resource Publication" in the list. Make sure it's running and the startup type is set to "Automatic."

What should you do if it asks for a password but you don’t remember it?

If Windows asks for a password when connecting to a shared folder and you want to log in without one, you can do so using Group Policy. Open gpedit.msc, go to Computer Configuration → Windows Settings → Security Settings → Local Policies → Security Options. Find "Sharing: Sharing model..." and change it to "Guest."

The problem may also lie in your router settings. Some models have a feature called "AP Isolation," which prevents devices connected via Wi-Fi from communicating with each other. This feature is often enabled on guest networks. Check your router's wireless security settings and ensure that client isolation is disabled.

Optimizing wireless transmission speed

File copy speeds over Wi-Fi rarely reach the theoretical maximum stated on the router box. Actual performance depends on many factors, including airborne noise, the number of connected devices, and the distance to the access point. For maximum performance, try to position your computers within direct line of sight of the router.

Using the 5 GHz band provides a significant speed boost compared to the congested 2.4 GHz band. If your router is dual-band, make sure both computers are connected to the 5 GHz network. This is especially important when transferring files larger than 10 GB.

⚠️ Attention: When updating network card drivers, select only official versions from the laptop or chipset manufacturer's website. Generic drivers from Device Manager may not work correctly with power-saving features, leading to connection interruptions.

Don't forget to update your network adapter drivers. Manufacturers constantly release patches that improve connection stability and protocol speed. An outdated driver may not support modern data compression standards or have errors when handling large data packets.

Data security during transmission over a local network

Wi-Fi data transfer, even within an apartment, carries certain risks if the network isn't secure. Make sure your router uses a modern encryption standard. WPA3 or at least WPA2-AESLegacy WEP or WPA/TKIP protocols can be cracked by nearby attackers, allowing them to intercept transferred files.

When setting up shared folders, always use strong passwords for user accounts. Disabling passwords for Windows login (automatic login) makes life much easier, but it makes your shared resources accessible to anyone who connects to your Wi-Fi network. This is acceptable in a home environment, but in an office or apartment building, it's extremely dangerous.

After finishing working with shared resources, especially if you've granted access to guests, it's recommended to disable network discovery or temporarily block access to folders. This will minimize the attack surface and protect your personal data from unauthorized copying.

Is it possible to transfer files if the router is not at hand?

Yes, you can create a direct connection between computers. In Windows 10/11, you can set up a mobile hotspot on one laptop and connect a second one to it. The speed will be slower than using a router, but for urgent file transfers, this method works just fine.

Why does the transfer speed drop to a few kilobytes per second?

Most likely, one of the devices is connected via the 2.4 GHz band with a poor signal, or there's active downloading/uploading in the background. Also, check if power saving mode is enabled on your Wi-Fi adapter in Device Manager.

Do you need internet access to transfer files via Wi-Fi?

No, internet access is not required. For a local area network (LAN) to function, all devices need to be connected to the same router. Even if your ISP cuts off your internet connection, files will transfer at the maximum speed supported by your equipment.